WWPSA

Board Meeting

Meeting Notes

June 13, 2006

Agenda

8:00	· Approve minutes from previous meetings · March 14, 2006 · April 18, 2006 · May 9, 2006
8:05	· Fundraising update
8:10	· General
8:20	· Merchandising review
8:40	· Financial Assistance Review
8:50	· Technology update
9:00	· Financial Update
9:05	· Rec update
9:10	· Travel update
9:15	· Facilities update
9:20	· Volunteers
9:25	· Adjourn

Attendees

Justin D. Stein (regrets)	Pat Trombetta
Earl Deamond	Randie Ehrlich
Bill Kramer	Ken Matthews
Larry White	Marc Herold
Howard Shemitz	Steve Henderson
Brent Nielsen	Steve Per
	Andre Maglione

Notes

• Meeting began at 8:07 pm and a quorum was verified
• Motion to approve Board Meeting minutes from March 14, April 18 and May 9, 2006 passed unanimously

Fundraising Update

• Project name = “WWPSA Breakaway Campaign”
• E-motion passed with 9 votes in approval, so Marc has requested a contract from Graham Pelton to begin review process

General

• Insurance
• Need to put someone in charge of insurance needs
• Coordinate and obtain appropriate insurance for all WWPSA programs and activities  (Justin will reach out to see who is interested in helping)

• Constitution update passed with 93% approval of votes counted
• Nominate the following persons to be elected to the Board with associated roles:
• Robin Dean – Director of Training & Player Development
• David Boate – Director of Adult Soccer
• BOTH VOTED IN UNANIMOUSLY

Merchandise

• Discuss our merchandising strategy
• Improve the profile of WWPSA through development and saturation of brand
• Provide 1 item per year, e.g., bag, warmup suit, ball, practice uniform, etc., to all youth players
• Cost would likely be appx. $20,000 per year, or $7 per registration
• Could easily be covered via profits; need to compute to verify
• If we position the merchandise properly, we can build the WWPSA brand in non-soccer activities:
• Hooded sweatshirt with logo used to run out to meet with friends
• Attractive sweatpants, jackets, hats, etc.
• Improve offerings to adults
• Need to order now so we can sell in the fall
• Action items
• Find vendor
• Identify items to sell
• Order items
• Configure website to include all items
• Announce offerings
• What existing inventory remains?

Meeting comments:  Bill spoke and Larry said that Score gives free gifts if order is large.  Larry and Justin will coordinate.  Earl said that it doesn’t have to be soccer-related but should be gender neutral.  Andre was to forward websites for catalogs of items that we could consider for fall giveaway.  Larry will look at Scores catalog.   Earl said maybe a big company (Nike, Puma etc, would be interested in sponsoring…)

Financial Assistance Review

• Created draft Financial Assistance Application  (Bill created one for rec.)
• WWP Breakaways U16 Girls trip to Italy (Earl gave us update on girl in car accident)
• Online discussion concludes that financial assistance requested is too much to bear for a single team in light of major initiatives underway
• Also, help was requested too late for WWPSA to assist with fundraising events
• Does WWPSA want to provide Heath insurance for players without it?
• NJYS provides health insurance if no personal coverage is available

Background Check Policy

• Discussion tabled until next Board meeting
• Discussed whether WWPSA should require background checks
• Poor quality of information obtained with checks; only Pass or Fail; no detail of reasons why an application resulted in a “Fail”
• Not timely, since information is returned after season is over
• Can be a deterrent knowing that a background check will be performed
• Review the desired policy for:
• Who should be subject to the background check?
• Any volunteer who works with children, e.g., coaches, trainers
• Who should need to fill out a KidSafe application

It was determined that we should keep working on a policy.  It will never be 100% perfect, as it is difficult to get 100% compliance.

Technology Update

• Website used to disseminate Sunburst flights, schedules, e-mails
• Qualified success; need to meet to debrief issues encountered and the follow-up with Demosphere to improve application
• Online surveys
• Developing Parent Feedback survey
• Survey Monkey was utilized.  Working relatively well in obtaining volunteers.

Financial Update

• Pat to present

Rec Update

• Bill to present
• Nearing Registration deadline: we are at 770 enrolled now and short 3 league managers.

Travel Update

• Howard to present
• Team selection process for 2006-07 nearing end  (Read into minutes Howards’ email.  Randie commented that the expectations of some were not met based upon what was told to kids and parents at tryouts as to timetables.

Facilities Update   Earl

• WWCP # 1 repair and restoration in progress; field will be irrigated throughout summer and ready for play in fall 2006  Will be fenced and signed
• Suggestion that a sign be posted informing that the repairs are being done by the WWPSA in cooperation with the township
• Portable goals will be used.  Those using the filed will have to break it down and set it up.
• Status?
• Proposed semi-permanent sign at Zaitz to post field information; Steve Per knows a Boy Scout troop who built the post at WWCP by the Waterworks parking lot and will reach out to start the process
• Status?
• Review Facilities meeting with Mayor and Ken Jacobs, WWT Dir. of Recreation. Justin and Earl met.  Township was supportive.  Will start process of closing fields this weekend.  Will keep Sarnoff open.  By September will have everything up and running for those fields we can use.
• There have been serious discussions about Duck Pond Park. 
• Looking into having a training area at Zaitz, i.e., speed training, kicking wall
• By fall we will start to see some activity at some locations.

Volunteers

• Looking for:
• Director of Community Relations
• Director of Insurance

Equipment report:

• Order for Fall has been placed.
• We’re changing jerseys
• Logo will be on all jerseys will add 5% of equipment cost.

• Meeting adjourned at 9:35 pm